Overview of Role

The Sr. Administrative (Admin) Assistant to the Vice-President, Human Resources (VP, HR) performs a wide variety of complex and confidential administrative duties and has a strong communication role in support of the VP, HR.

The Sr. Admin Assistant performs duties that require considerable confidentiality and sensitivity, initiative, tact, maturity, and independent judgment. The Admin Assistant demonstrates discretion in preparing, disclosing, and handling information of a confidential, controversial, and sensitive nature; establishes work priorities and remains flexible; possessing strong interpersonal, organizational, and communication skills.

The Sr. Admin Assistant has regular contact with Senior Executives and other leadership teams. The Sr. Admin Assistant is a communication liaison within and outside of Human Resources and receives questions from key parties across the organization. This role will also act as a back-up for the Human Resources Compensation Committee (HRCC) administrative tasks, and as the administrative backup for the Human Resources Administrative Assistant.

Accountabilities:
The Sr. Admin Assistant will be accountable to achieve the following outcomes:

* Manage complex and ever-changing day-to-day schedules of the VP, HR via Microsoft Outlook, scheduling and organizing meetings across multiple time zones
* Anticipate all needs of the VP, HR by thinking and working proactively with a one-step-ahead mentality
* Prepare for meetings and appointments by creating agendas, preparing conference rooms and audio/visual needs
* Oversee the effective document management for the VP, HR; maintain, prepare, review and support in all aspects of records and information management
* Assist in regularly creating and editing memos and PowerPoint presentations to be presented by the VP, HR
* Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc.
* Oversee personal and departmental expenses submitting all necessary invoices in Concur in a timely manner
* Learns and acts as a backup for the HRCC process (potential coverage for the Executive Assistant)
* Acts as the back-up for the HR Administrative Assistant
* Manages all Human Resources Leadership Team documentation, follow up, action log, etc.
* Manages all aspect of coordination/booking for the Human Resources Townhalls, meet and greets, etc.
* Handle confidential information meticulously; escalate any required information with discretion
* Updates the HR All and HRLT Sharepoint as required
Competencies
* 7 years of experience as an Assistant to members of the Executive Leadership in a high touch capacity
* Preference will be given to those who have worked in the Oil and Gas Industry
* Significant experience working in Microsoft Outlook and PowerPoint required
* Experience working with Microsoft Teams and Sharepoint
* Highly proficient in all other Microsoft Programs (Excel, Word, OneNote, etc.)
* Exceptional written and verbal communication skills
* Experience managing highly sensitive information with discretion and professionalism
* Strong ability to work well under pressure in a fast-paced environment with a positive attitude
* Highly organized; a strategic planner able to create, implement and improve organizational systems, both digital and physical files
* Demonstrated project management skills
* Ability to work proactively with a solution-oriented mindset and a can-do attitude; always thinking one-step-ahead
* Impeccable attention to detail
* Consistent desire to go above and beyond in all capacities Qualification Assessment Must Have Excellent communication skills (verbal & written) Yes Experience working as an administrative assistant or receptionist 7 years

About Petroplan

Petroplan is the trusted, specialist global Talent Solutions partner of choice for employers and professionals in the Energy sector. Since 1976, Petroplan has been here to help people like you make the most of the opportunities available and find the best fit for you as an individual.

Over 10,000 placements in more than 55 countries for over 550 clients across 65 disciplines.

In an industry where skilled and experienced professionals are increasingly sought after resource, we appreciate the true value of what you have to offer. What's more, we understand that different things are important to different people in today's world of work - it's about making exactly the right connections for you as an individual.

Our reputation for contractor and candidate care, understanding what makes you tick, and finding you the best match is second-to-none. We understand the industry inside-out and seek to understand YOU and your motivations in the same way. We take the time to evaluate your individual strengths, understand the most important things to you, and establish exactly what you're looking for from your next role.